Validate Invoice Entry against Job Budgets (P/L only)

This new feature allows for the invoice transaction entry within the Purchase Ledger to validate the goods value against the ‘free’ budget on the job record for the selected cost code / category.

During invoice entry, after confirmation of the job code and cost code, the system will compare the goods value for this line (including any previous lines for the same job / category) against the available budget on the job record. The available budget is calculated on the basis of ‘Budget’ less ‘Actual’. If the available budget is sufficient the system will allow you to continue with the rest of the purchase transaction entry, if the budget is insufficient the system will warn accordingly.

If you accept the warning you will be returned to the job code to re-select another job/cost code as required. Alternatively you can press the <F7-Option> key to accept the entered job/cost code even though the ‘actual’ will be over budget. If you have elected to override the warning you may, depending on configuration, be prompted for a password to allow the override – key in as required.

Installation

To enable the validation of purchase invoices against the jobs available budget you need to set parameters within the Job Costing System Profiles. Parameter Screen 1 allows the additional options to enable this feature.

Password if exceeds budget – set an optional password that the operator must enter if overriding the ‘budget exceeded’ message.